Title
Information Technologies Department recommending Purchasing Agent be authorized to increase the estimated not to exceed amount from $77,520 to $95,000 for Agreement 382-S0511 with Avaya for telecommunications equipment maintenance.
RECOMMENDED ACTION: Approve.
Body
BUDGET SUMMARY:
Total Estimated Cost $
Funding
Budgeted $
New Funding $
Savings $
Other $
Total Funding Available $
Change To Net County Cost $
Fiscal Impact/Change to Net County Cost:
Recommendation is for modification to a Board Letter from December 2004 estimating the not to exceed amount only. IT budgeted according to actual infrastructure needs and therefore no fiscal impact is present.
Background:
Information Technologies has contracted with Avaya for telecommunications equipment maintenance since 1999. The current contract specifies a monthly fee based on a per port charge for the duration of the four (4) year contract. (10/01/04 - 09/30/08) It is also stipulates that the vendor may perform a "true up" of port counts on a quarterly basis to ensure billing accuracy. The contract does not detail any limitations on the number of ports Avaya may maintain nor does the contract specify an annual not to exceed amount. Current contract will be up for renewal on 09/30/08.
Reason for Recommendation:
The Board Letter attached to agenda item #68, for hearing date Dec. 14, 2004, as pertaining to Avaya contract #382-S0511, states in its Fiscal Impact section; "Information Technologies has budgeted for a maximum of 4,000 ports and is requesting the maximum annual payment to Avaya is set at an amount not-to-exceed $77,520 per year for the duration of the contract." In 2004, this was a fair estimate of expected port increases. However, due to several Departmental moves in the past three years and necessary infrastructure upgrades, the County's Telecommunication port needs have exceeded this initial estimate.
It is ...
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